Administrative Assistant

Adler University; Chicago (IL); On-site; USD 50,000 - 55,000; Full time

Job summary

Adler University is seeking an Administrative Assistant to support the Clinical Psychology department with a range of administrative, clerical, and coordinating tasks. The role requires confidentiality, initiative, and strong organizational skills to handle multiple priorities.

Qualifications include a high school diploma (associates/bachelor’s preferred) and at least five years of administrative experience supporting executive management. Proficiency in Microsoft Office is essential.

Qualifications

• High school Diploma or equivalent required; associates or higher preferred.
• Five years of administrative experience supporting executive management preferred.

Responsibilities

• Answer calls and route to appropriate staff/faculty.
• Manage calendars, scheduling, and meeting logistics.
• Prepare materials and disseminate information to stakeholders.
• Support program management and maintain up-to-date student lists.

Skills

MS Office Proficiency

Time management

Independent worker

Confidentiality

Education

High school Diploma or equivalent

Associates/Bachelor’s or some college in business administration

Job description

The Administrative Assistant will perform diverse administrative, support and clerical duties and assist in coordinating related activities in the Clinical Psychology department. These functions will require confidentiality, initiative, and sound decision-making. This individual will rely on excellent organizational skills and the ability to effectively handle multiple priorities. Possess the ability to adapt procedures, processes, and techniques to the completion of the assignments and in line with the department’s activities and goals. Additionally, this position will exercise independent judgment, escalating serious or unique problems to higher levels. The Administrative Assistant leverages industry knowledge and best practices to promote the mission and vision of the Psy.D department and the institution. Supports culture development and management efforts.

Education/Experience:

• High school Diploma or equivalent is required; Associates Degree, Bachelor’s Degree or some college courses in business administration or a related field is preferred.
• Five (5) years of successful administrative experience providing support to executive management is preferred.

Knowledge, Skills, Abilities

• Intermediate level computer skills, must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Excellent time management and organization skills and ability to prioritize and take initiative to accommodate work flow
• Ability to work independently and as a member of a team
• Must be professional, discreet in manner in maintaining confidentiality and able to exercise discretion
• Ability to work in a high stress and fast paced environment
• Excellent interpersonal skills required, with the ability to interact with all customer groups – staff, faculty, visitors, Board of Trustee members, and the community at large
• Must be able to meet deadlines and handle multiple priorities
• Must possess excellent verbal and written communications skills to include ability to effectively handle complex questions and issues independently
• Strong business sense, and professionalism to communicate with all levels of management and staff
• Flexible and cooperative in working on team efforts with attention to detail
• Ability to adapt procedures, processes and techniques to the completion of assignments
• Accurate typing and data entry skills
• Ability to come to work promptly and regularly
• Ability to concentrate and perform accurately
• Ability to take direction and react to change productively and to handle other tasks as assigned
• Maintains positive and professional student, faculty and staff relationships
• Provides administrative support including but not limited to answering calls and routing to appropriate staff/faculty, calendar scheduling and management, materials preparation, and dissemination
• Supports Program Manager with general operational tasks
• Creates, monitors and maintains up-to-date student lists
• Develops and maintains databases to accurately track student milestone data and outcomes
• Generates and runs reports to confirm Alumni and student eligibility for Licensure Exam prep kits in advance of order fulfillment, prepare and submit invoices for payment
• Gathers data required for completion of APA Annual Report Online
• Assists in developing and maintaining digitized filing systems
• Manages logistics of student and faculty meetings; reserve rooms, send invitations, set reminders of upcoming appointments, transcribe, and prepare meeting minutes
• Actively participates in Program and University events including Commencement ceremony
• Manages communication of information to students around Program related events and activities
• Provides exam proctoring assistance
• Prepares invoices and purchase order requests

Work Environment (Physical Demands):The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Salary Range: $50,000.00 - $55,000.00

Universal Core Behaviors:

Commitment to Adler’s Mission

• Acts with personal integrity, honesty, and compassion in all professional responsibilities.
• Aligns professional actions with Adler’s commitment to community-rooted education, research, and impact.
• Contributes to a culture that advances health, well-being, and community connection — locally and globally.
• Respects and values colleagues and community partners.

Accountability and Excellence

• Demonstrates results-oriented focus and commitment to quality.
• Consistently meets deadlines and delivers work of high professional standard.
• Prioritizes service and responsiveness.
• Seeks opportunities to improve efficiency, effectiveness, and resource use.
• Takes ownership of performance, seeks feedback, and accepts responsibility for actions.

Communication

• Communicates with respect, diplomacy, and professionalism.
• Demonstrates active listening and comprehension.
• Expresses ideas clearly and effectively in both oral and written forms.
• Keeps colleagues informed in a timely and transparent manner.

Collaboration and Teamwork

• Actively contributes to and engages with colleagues, partners, and communities.
• Builds relationships rooted in respect, empathy, and trust.
• Demonstrates curiosity, courage, and integrity in guiding work and decisions.
• Makes thoughtful, informed decisions that balance short‑term needs with long‑term impact.
• Works cooperatively with colleagues to achieve collective goals.

Adaptability and Lifelong Learning

• Approaches challenges with proactive problem‑solving.
• Commits to lifelong learning by continuously developing skills, knowledge, and effectiveness.
• Supports and adapts to evolving needs in the work environment.

Partnership with Supervisors

• Engages supervisors as partners in achieving goals.
• Fosters open, respectful communication to maintain alignment and clarity.
• Seeks guidance and feedback when appropriate while demonstrating initiative and accountability.

Equal Opportunity Employer

It is the policy of Adler University that all persons are entitled to Equal Employment Opportunity (EEO) protection. The University does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.